Procurement Officer

Luke International- Malawi (LIN-Malawi) is an independent non-governmental organization that has been working with the Government of the Republic of Malawi (GoM) in HIV and AIDS, TB and related health issues in the health sector to improve health information systems since 2009 LIN’s mission is to promote activities that increase local human capacity and technical competence for providing HIV and AIDS care and support and advocate people to attain universal health coverage goals in Malawi. LIN is collaborating with the Ministry of Health and Sanitation, implementing partners, academic institutions, and hospitals, community-based organizations and international/domestic partners to provide ongoing technical assistance and implement digital health and information technology programs.

Luke Intemational is opening the following position in Mzuzu;

Procurement Officer (1 Position)

Reports to : Acting Head of Finance and Administration
Location: Mzuzu
Duration: 6 months

Overview of the position

The Procurement Officer will support Finance and Administration in coordinating and Implementing LIN’s procurement activities to ensure the timely, transparent, cost-effective, and compliant acquisition of goods, services works, and other resources required for the organisation’s programmes and operations in Malawi.

The Officer will be responsible for carrying out day-to-day procurement activities in accordance with LIN’s procurement policies and procedures, donor requirements, applicable Government of Malawi regulations, and established principles of fairness, transparency, accountability, and value for money.

The Procurement Officer will work closely with programme, finance, administration, and other relevant teams to support the identification and consolidation of procurement needs, preparation of procurement documentation, sourcing of suppliers, obtaining and evaluating quotations, processing purchase orders, and following up on the delivery of goods and services. The Officer will also assist in maintaining accurate procurement supplier procurement tracking systems, and documentation required for internal and external audits.

The Procurement Officer will contribute to strengthening LIN’s procurement processes and ensuring that procurement activities are completed efficiently, within approved budgets and timelines, and in compliance with organisational and donor requirements. The position will provide practical procurement support to LIN’s programmes and operations while escalating significant procurement issues and risks

Duties & Responsibilities:

A. Procurement Planning & Coordination

• Lead in the procurement of goods, services, works, equipment, and other requirements in line with approved programme and operational plans.
• Develop and maintain annual, quarterly, and project-specitic procurement plans in collaboration with the organizational objective.
• Provide advice to departments on appropriate procurement methods, specifications, timelines, and documentation requirements
• Coordinate with finance and programme teams to ensure procurement activities are aligned with approved budgets and work plans.

B. Supplier Sourcing & Management

• Identify and prequalify reliable, qualified suppliers, service providers and contractors for approval by the Internal Procurement and Disposal Committee (IPDC), and maintain an up-to-date supplier database.
• Conduct market research to identify competitive prices, suitable suppliers, and emerging market trends.
• Obtain and evaluate quotations, bids, proposals, and tenders in accordance with LIN procurement procedures.
• Maintain professional and ethical relationships with suppliers while ensuring fairness, transparency, and equal treatment.

C. Competitive Procurement & Compliance

• Manage competitive procurement processes, including requests for quotations, requests for proposals, invitations to tender, and other approved procurement methods.
• Prepare and issue procurement documentation, including requests for quotations, tender documents, bid evaluation templates, purchase orders, and contracts.
• Coordinate bid and quotation evaluation processes and ensure evaluations are properly documented and supported.
• Ensure procurement decisions are based on approved evaluation criteria and provide value for money.
• Maintain strict confidentiality and integrity throughout procurement processes.
• Ensure compliance with LIN policies, donor rules and regulations, applicable Government of Malawi procurement requirements, and other relevant contractual obligations.
• Ensure appropriate approvals are obtained before procurement commitments are made.
• Maintain a clear audit trail for all procurement transactions including proper filling of documentations.

D. Purchase Orders, Contracts & Delivery Management

• Prepare and process purchase orders, contracts, and other procurement-related documentation as required.
• Coordinate with suppliers, programme teams, stores, finance, and administration to facilitate receipt and verification of goods and services.
• Ensure that goods and services received are verified against approved specifications, quantities, quality standards, and contractual terms.
• Support contract management and ensure that contractual obligations, deliverables, payment terms, and expiry dates are properly monitored.
• Maintain an organised procurement filing system for all purchase orders, contracts, quotations, bids, evaluations, approvals, delivery notes, invoices, and related documentation.

E. Asset, Inventory & Logistics Support

• Work closely with the administration to ensure procured goods are properly received, recorded, stored, and distributed.
• Support the procurement of office supplies, equipment, ICT equipment, programme materials, and other operational requirements.
• Ensure procurement activities are coordinated with inventory and asset management processes
• Support periodic verification of procured assets and supplies where required

F. Financial Management & Value for Money

• Work closely with the Finance Department to ensure procurement commitments are within approved budgets.
• Conduct price comparisons and market assessments to support cost-effective procurement decisions.
• Promote value for money through competitive sourcing, effective negotiation, quality assurance, and appropriate supplier management.
• Support reconciliation of procurement records with financial and payment documentation.

G. Reporting, Risk Management & Audit Support

• Prepare regular procurement reports highlighting procurement activities, pending requests, supplier performance, challenges, and emerging risks.
• Maintain accurate procurement records and databases for management reporting and audit purposes.
• Support internal, external, and donor audits by providing complete and accurate procurement documentation.

H. Capacity Building & Stakeholder Engagement

• Provide guidance and orientation to LIN staff on procurement policies, procedures, documentation, and ethical procurement practices.
• Promote compliance with procurement procedures across all departments and projects.
• Work collaboratively with programme, finance, administration, HR, logistics, and other teams to ensure effective procurement planning and implementation.

Education & Experience

• Bachelor’s Degree in Procurement and Supply Chain Management, Logistics, Business Administration, Commerce, Finance, or a closely related field.
• Professional qualification or certification in procurement and supply chain management will be an added advantage.
• Minimum of 3-5 years of relevant experience in procurement, supply chain management, logistics, or a related field, preferably within an NGO, international development organisation, donor-funded programme, or similar environment.
• Demonstrated experience in competitive procurement processes, supplier sourcing, bid evaluation, contract management, and procurement documentation.
• Experience working with donor-funded projects and familiarity with donor procurement requirements is highly desirable.
• Experience with procurement planning, supplier performance management, and value-for-money approaches.
• Experience working with financial and procurement management systems or ERP systems will be an added advantage.
• Good understanding of the Government of Malawi procurement environment and applicable procurement regulations.
• Excellent communication and interpersonal skills, with the ability to work effectively with intemal teams, suppliers, service providers, auditors, government institutions, and development partners.

Required Skills

Technical Knowledge

Strong knowledge of procurement and supply chain management principles, practices, and procedures.

• Strong knowledge of procurement and supply chain management principles, practices, and procedures.
• Good understanding of competitive procurement methods, quotation and tender processes, bid evaluation, contract management, and supplier performance management.
• Knowledge of procurement compliance, internal controls, ethical procurement, and fraud prevention mechanisms.
• Understanding of donor procurement requirements and procedures, particularly for NGO and international development projects.
• Good knowledge of Microsoft Office applications, particularly Excel, Word, etc.
• Ability to maintain accurate procurement databases, records, reports, and tracking systems.
• Familiarity with procurement, inventory, or ERP systems is an added advantage.
• Knowledge of the Malawi procurement regulatory framework and relevant public procurement principles is desirable.

Skills and Competencies

• Sound knowledge on Malawi procurement laws, procedures and best practices
• Analytical and numerical ability
• Attention to detail
• Excellent communication and interpersonal skills
• High level of integrity, confidentiality, professionalism and ethical conduct
• Ability to work independently
• Ability to work under pressure and meet tight deadlines without compromising procurement controls
• Strong commitment to transparency, accountability, fairness and value for money
• Ability to identify risks and recommend appropriate mitigation measures
• Proactive, adaptable and solutions-oriented approach to procurement challenges

Those who meet the above requirements should submit their updated CVs and application letter as one attachment, quoting the position to the following email address hr@linmalawi.org.postal or hand delivered to:

Human Resources
Luke international
P.O. Box 1088
MZUZU

The deadline for submission is 06th October 2026. Only shortlisted candidates will be contacted for interviews.

Knowledge on Prevention of Sexual Exploitation and Abuse, is a prerequisite for the position.

Luke International – To Restore Humans Health and Dignity